Global Search Installation
Contents
1. 9 E Global Search Phone Calls 2 4 Customers A Tasks 1 B Accounts 84 Contacts Miranda V __ultrices sit Seatle 112 185 3 Ve Ca Workplace Figure 9 Search by Lookup Field Inside Column Filters and Sorting in columns When more than five records are found in group the additional column filters are shown At the top of each column there is a text box used to filter that specific column see Figure 10 By typing in the text box you can narrow the number of rows in the table down to those that match your filter text You can sort search results for each column by click on column name You can select sort order such as smallest to largest or largest to smallest for each column you want to sort on Home crmlisql08 a pereti P A EA 5 New New Import Advanced Activity Record Data Find New Tools Workplace A Gay bike Searchin V CRM View Allitems al 4 My Work v 3 Accounts 24 E3 Dashboards Account Na E mail Address 1 C Main Phone Address 1 Web Site Description E Activities 3 Calendar 3 Cheap nb 284 128 6088 vw Imports 13 Cheap nB 284 878 6088 5 os ZE B Cheap n B louise tur Sierra Vista 284 808 6088 E EE D EG Appointments 7 E Reports gt amp Competitors 31 g Announcements gt amp Phone Calls 65 i Search gt A Tasks 46 4 Customers 3 Accounts2. Contacts Figure 10 Inside column filters Akvelon Inc 2015 All rights reserved 22 AKV LON Akvelon Global Search User Manual Configuration This chapter describes how to configure Global Search roles entities attributes to search by and attributes to display within results Global Search Users Permissions To allow users to use Global Search you must assign them special permissions To give Global Search permissions to user groups go to Settings gt Administration gt Users Select user s you want to provide with Global Search permissions and go to Manage Roles on upper CRM menu Add Akvelon Global Search Users role to selected user s see Figure 11 Click OK button Manage User Roles What roles would you like to apply to the 1 User you have selected Role Name Business Unit IT Akvelon Global Search Administrators gsdemo Akvelon Global Search Experienced Users gsdemo V_Akvelon Global Search Users gsdemo CEO Business Manager gsdemo IT CSR Manager gsdemo IT Customer Service Representative gsdemo I Delegate gsdemo IT Marketing Manager gsdemo E Marketing Professional gsdemo IT Sales Manager gsdemo _Salesnersan asdema Figure 11 Global Search users permissions To allow users to change Global Search settings add and remove entities and attributes to search and display you must assign them Akvelon Global Search Experienced Users see Figure 12 Akvelon Inc 2015 All righ
3. Samson Grossam Multiple Words Search If several words are input Global Search will find all records containing all of the words in their attributes not obligatory in the same attribute For example if you search for Jack London it will find a contact with name Jack London and it will find all Jacks that have London in the city attribute or in any other searchable attribute If you search for Seattle Art Museum it will find Accounts with the organization name Seattle Art Museum or contacts with city Seattle and Art Museum in description You can also use the asterisk symbol with Multiple Word Searches see Wildcard Search section Search the Contents of an Attachment To make a search through attachment contents type a word s into the search field check Search in Attachment and click the Search button D or press Enter please ensure the Attachment Search is enabled see the Configuring Attachment Search for more details Search logic for attachments are the same as for Global Search except Wildcard search please see the Searching with Akvelon Global Search section Wild card doesn t work for beginning and middle of search word It works only for end of the word for example if you search for Tom it will find the following Tom Tomato Tomorrow etc Custom Entity Search Global Search 3 3 supports Custom Entity Searches Search by Lookup fields Every entity form has
4. Follow the installation wizard 5 After installation Global Search should be activated An activation window for the CRM server default organization will open after installation If you need to activate Global Search for a non default organization you should open the activation page manually see Activation section for more details 6 Give search rights to users see Global Search Users Permissions section Attachment Search Installation Automatic installation The Attachment Search is a feature which allows users to search the contents of an attachment in Microsoft CRM 2011 for the following file formats doc docx xls xlsx pdf ppt rtf txt xml DO and zip Akvelon Inc 2015 All rights reserved 9 AKV LON Akvelon Global Search User Manual To install this feature please follow these steps d 3 4 Global Search should be installed and activated please see Global Search Installation above Run Globalsearch_backend_3 x exe as Administrator right click on the setup file and select Run as Administrator Follow the installation wizard Enable attachment search feature see Configuring Attachment Search section Please note Global Search Backend should be installed on the computer with SQL Server where working copy of MSCRM_Config database is located Manual installation only for SQL Administrators Usually this type of installation is required in case you are using Clustered SQ
5. a lookup field regarding another entity Akvelon Inc 2015 All rights reserved 19 A K V LO N Akvelon Global Search User Manual For example the Contact entity can be related to the Account entity by the Primary Customer lookup field please see Figure 7 testerm2011 S Contact Add Customize j E save amp New ke g Kal Sharing ei Si g k vi Deactivate Z Copy a Link Save Save amp Add to Marketing Connect Assign Run Start Run Close X Delete tist s H E maita link Workflow Dialog Reports Save _Coltaborate Process _Data Information a Contact e x pet Miranda Valdez Details E mail Preferred Method of Contact Owner Notes amp Adivties ultrices sit utpharetrased com Any amp First name Last name Preferences a oe n General AS PN Salutation mrs Business Phone f 12 185 3379 0756 al More Addresses First Name h cegn aa Home Phone 3 Activities i L Closed Activities Middle Name Mobile Phone E Sub contacts Last Name Lage Pe Relationships Job Titie E mail rices haretr m By Connections d Audit History Parent Customer 4 Sales Address amp Opportunities B EE Address Type D City Seattie Sd A ee Status Active PS SS I Internet i Protected Mode OFF As Ewe e Figure 7 Relationship between Contact and Account To add required attributes go to Settings gt GS settings select the entity click Edit Entity In Attributes to Display and Attributes to search by ar
6. for more details 2 Global Search settings from CRM 4 0 will be lost Akvelon Inc 2015 All rights reserved 8 AKV LON Akvelon Global Search User Manual Moving CRM 2011 Online database to CRM 2011 On premise and vice versa Please completely remove Global Search before moving your CRM Online database to CRM 2011 On premise server After moving database install appropriate version of Global Search to your CRM server the latest version of Global Search can be downloaded from http akvelon com Products menu Please note 1 1 New license key for CRM 2011 On premise is required the license key for CRM Online doesn t support CRM 2011 On premise please contact gs support akvelon com for more details 2 Global Search settings from CRM Online will be lost Global Search Installation To set up Akvelon Global Search on Microsoft Dynamics CRM follow these steps 1 Log on to your Microsoft Dynamics CRM server using an account that has administrative privileges 2 Allow pop up windows in your web browser for CRM website e Internet Explorer http windows microsoft com en us internet explorer ie security privacy settings e Google Chrome https support google com chrome answer 95472 hl en e Mozilla Firefox https support mozilla org en US kb pop blocker settings exceptions troubleshooting 3 Run Globalsearch_3 x exe If UAC is enabled right click on the setup file and select Run as Administrator 4
7. int Disabled Network 5 SOL Full text Filter Daemon Launcher CRM Service to l Started Manual Local Service Ko SQL Full text Filter Daemon Launcher MSSQLSERYER Service tol Started Automatic Local Service SE SOL Server CRM Provides st arted omatic Network 5 TSOL Server CRM On Demand Shutdown anaes etes Automatic Local System SOL Server MSSQLSERVER Provides st Started Automatic Network 5 Figure 26 SQL FullText search service in SQL Server2008 To enable the Email Indexing feature please follow these steps Go to CRM Settings gt Global Search Settings gt click the E mail Indexing button see Figure 27 E Manage Entities ES Settings id Save as default IS configuration E Attachment Search configuration E SharePoint Search configuration Email Indexing About Accounts FE Appointments amp Competitors 8 Contacts EJ E mail Messages Faxes D Leads ei Letters s Notes Za Phone Calls A Tasks Figure 27 Email Indexing button Akvelon Inc 2015 All rights reserved 35 AKV LON Akvelon Global Search User Manual E mail Indexing configuration window will be open see Figure 28 Click Enable E mail Index button to start full e mail indexing process please read notes above before starting email indexing E Web Page Dialog E mail Indexing E mail Index status E mail Indexing Indexing Nid Last time indexed E mail Inde
8. vi Imports E TOM Group Laconia Moses Quality Moon Sullivan Farrell Whitn S a Pop SHES Kal Zercone Kanunatax yearin Tom Cold Alarm Molly redom J Ga Queues Q Articles bill Cases 1 gt Reports b amp Competitors 1 g Announcements k 8J Contacts 1 b L E mail Messages 100 The search returned too many results only first 100 records are shown 4 Customers D G Faxes 11 B Accounts D Sin Leads 14 84 Contact aE SJ Contacts b a Opportunities 19 gt En Phone Calls 7 Workplace EE Sales 5 Marketing o Service ES Settings Sy Resource Center Figure 6 Global Search link and search field Search Logic Global Search performs searches of strings in all entities and attributes configured in the Global Search Settings Akvelon Inc 2015 All rights reserved 18 AKV LON Akvelon Global Search User Manual Global Search performs case insensitivity searches by the word beginning search principle For example if you search for Book you can find entities that contain book Books BOOKSHELF but not eBook Wildcard Search You can use an asterisk as a character to represent one or more other characters For example If you search for eat found values will start with s and end with t for example Salt Saint sacrament etc If you search for sam records with sam anywhere in the string will be found for example sample
9. 2vaEExTEasD 61FP37FeS8sodTDag2 DoGpON3 x7 24CrCfip 63 g lt Signature gt lt License gt Kl 7 I accept license terms and conditions SC Figure 1 License window Akvelon Inc 2015 All rights reserved 11 AKV LON Akvelon Global Search User Manual The Akvelon Global Search configuration window will open see Figure 2 Here you can select the tabs to add the Global Search links Please note you should select at least one tab or you will not have the opportunity to use Global Search e Akvelon Global Search configuration Webpage Dialog Select tabs that Global Search link will be added Workplace Service M My Work l Service IT Customers Settings I Sales I Business I Marketing l System Tl Service Customization I Scheduling l Process Center Sales Resource Center M Sales I Resource Center Marketing Outlook client M Marketing M Add link to CRM Outlook add in eS Es Figure 2 Select the tabs where you want to add the Global Search link After you click Ok a message that Global Search is activated will show Now you can use the Global Search functionality Updating License Data If you need to update license data e g to input commercial license instead of trial or update number of users go to Settings gt Global Search Settings and click the About button at the upper right hand corner Then click the Update license button put new license data into the license textbox see F
10. AKV LON Akvelon Global Search User Manual AKV LON Global Search v 3 4 for Microsoft Dynamics CRM 2011 Update Rollup 11 and older User Manual Akvelon Inc 2015 All rights reserved 1 AKV LON Akvelon Global Search User Manual Contents OVEIVIGW a seceelececiin geseet dee EE dE Ed Eege 4 What s New in Global Search Versaions nanten nanna 5 LICCNSING E 7 dE Le 8 Upgrading from previous Global Search versions for Microsoft CRM 4 0 On premise 8 Upgrading from previous Global Search versions for Microsoft CRM 2011 On premise 8 Upgrading CRM 4 0 On premise to CRM 2011 On premlse eene rsrnesnnssenees 8 Moving CRM 2011 Online database to CRM 2011 On premise and vice versa 9 Global Search Installation cccccesceecececeeeeeceeeeeeeeseeeeeseaeeeeaaeeseaeeceaeeecaaeeesaaeseeeeeseaeeseaeeseneeenaes 9 Attachment Search Installation ccceccceceeceeseeeeeeneeceeeeeeeaeeeeneeeeeeeeceaeeeeaaeseeneeseaeeesaeseeaaeeseneeeaas 9 Automatic installato WT 9 Manual installation only for SQL Admintetrators 10 AOINA EE 11 Updating License Datassist a dees detuned A ANE S AAA 12 Global Search Settings Backup Restore ccccceceeceeceeeeeeneeeeeeeeeeeeeeeaaeeeeaee scenes sceeesaeeseeeeeeeee 14 Uninstall Global Search sisisi aai aan aiaiai 15 Uninstall Attachment Search ccccccccceeeeecceeeeeeeeeeeeeceaeeeeaaeeeeaeeseaeeeseaeeseaaeeseeeeseaeeesaeseeaeeseeeesaas 16 Searching wit
11. Customizations a L Accounts K l z Solutions Appointments Dynamics Marketplace Competitors d Global Search Contacts o Settir 4 Soda Search setings E mail Messages 4 Process Center VELEP jad Faxes Processes iv z Leads GA Workplace Letters B Sales Z Phone Calls gt Marketing EI Tasks B Service Settings Si Resource Center Figure 24 Attachment Search Configuration link Akvelon Inc 2015 All rights reserved 33 AKV LON Akvelon Global Search User Manual Attachment Search Configuration will open please see Figure 25 g Akvelon Attachment Search configuration Webpage Dialog Ed Attachment Search Configuration Crawler status Last Run Time 6 3 2011 5 00 00 AM Last Run Result Succeeded Next Runtime 6 3 2011 5 15 00 4M Settings Select document types to search in V Select All V doe Available V docx Available Vo xls Available JV ax Available V ppt Available V pptx Available Vo mf Available V txt Available JV cs Available MM xml Available kb pdf Available Vo zip Available oe zen Figure 25 Attachment Search Configuration window Check the Attachment search enabled check box Check the formats required and click OK After 15 minutes Global Search Attachment will begin indexing the CRM Database only attachment document records You can see the current indexing status at the top of the Attachment Search Conf
12. Improved quality of attachment search e Updated Ul e Fixed issues which enhance usability and search function Version 3 1 0 e Ability to change and Save as Default Global Search settings for all users e Added sorting in columns for search result window e Simplify configuration module e Improved UI e Ability to quickly modify Search Settings into search page Version 3 2 0 e Implemented search all records in SharePoint entities in pre configured SharePoint site at once from inside the CRM workspace View search results grouped by entities at a single glance e Added configuration of entities to search for Global Search SharePoint e Added preview found SharePoint entities found by Global Search SharePoint directly on SharePoint site Version 3 3 0 e Added Email indexing feature e Improved searching performance by Email description Version 3 3 1 e Fixed 404 error in Global Search setting for CRM Outlook client Version 3 3 2 e Fixed activation problem in case CRM ISV config is empty Version 3 3 3 e Global Search Backend Installer has been improved Administrator can enter the SQL server instance name manually Akvelon Inc 2015 All rights reserved 5 AKV LON Akvelon Global Search User Manual Path for Crawler exe can be configured manually Version 3 3 4 e Global Search Backend was adapted to the latest changes made in Update Rollup 5 and 6 for Microsoft Dynamics CRM 2011 Version 3 3 6 e Fixed pe
13. L Server Please read Automatic installation before installation 1 Copy the GsBackend_Installer_Config xml to the root of the System disk e g CH and open the file in any text editor you can download XML file here Edit the GsBackend_Installer_Config xml with the following parameters e List of SQL instance s the same name which you are using to enter to the SQL instance through the SQL Management Studio for example CRM19144 CRM19144 CRM1914A SCSQASQL05 SCSQASQL05 e Folder where Crawler exe will be located you also can enter network folder please note that SQL instance should have permissions for that folder Please enter full path to Crawler exe file for example C Crawler Akvelon Global Search Backend Bin or box Crawler Akvelon Global Search Backend Bin Install Global Search Backend please see the instruction above Automatic installation It will be installed to the SQL instance s you entered in the XML file Move the Akvelon Global Search folder from C Program Files x86 to the folder you entered in the XML file e g C Crawler Akvelon Global Search Backend Bin Enable Attachment search please see Configuring Attachment Search section Wait for the first execution of crawler exe it executes each 15 minutes Make sure that indexing is working for specified instances try to search something in the content of attached documents Akvelon Inc 2015 All rights reserved 10 AK
14. Last time indexed 5 20 2011 5 04 19 AM E mail Index actions hhttp localhost 5555 Mct O Trusted sites Figure 31 Email Indexing completed Now you can add Description in the Attributes to search by tab for the E mail Messages entity please see Adding Removing Entities to Search section Disabling and Removing E mail Index Akvelon Inc 2015 All rights reserved 37 AKV LON Akvelon Global Search User Manual To disable and remove E mail Indexing go to CRM Settings gt Global Search Settings and click the E mail Indexing button at the top menu The E mail Index window will open Click Disable E mail Index button see Figure 32 E mail Indexing E mail Index status E mail Indexing Enabled Indexing Completed Last time indexed 5 20 2011 5 04 19 AM E mail Index actions http localhost 5555 Mct CL Trusted sites Figure 32 Disable Email Indexing button Click OK to start disabling process see Figure 33 Microsoft Internet Explorer xi p This action will delete the Email Index All indexed data will be removed from your system completely Are you sure that you want to delete Email Index To continue click OK A Cancel Figure 33 Disabling Email Indexing confirmation Please note 1 All indexed data will be removed from your system completely 2 Enabling process next time after disabling can take up to several hours depending on amount and si
15. V LON Akvelon Global Search User Manual Activation Activate Global Search separately for each organization To activate Global Search for an organization open the following page in your browser activation page for server default organization will open when installation is complete http s CrmOrganizationAddress ISV Akvelon GlobalSearch Pages Activator aspx For example http tds crmdemo akvelon net ISV Akvelon GlobalSearch Pages Activator aspx On the activation page you will see the End User License Agreement please read and accept it using the checkbox then click the Activate button Input your Global Search license into the open license window see Figure 1 and click OK Akvelon Global Search v 3 3 0 0 for Microsoft Dynamics CRM Copyright ei 2008 2011 Akvelon All rights reserved Please visit www akvelon com for more information Akvelon Global Search is not currently activated License Agreement DISCLAIMER OF WARRANTY el Akvelon Global Search for Microsoft Dynamics CRM Webpage Dialog Please enter license data lt License gt lt Id gt 100000 lt Id gt lt Organization gt Akvelon lt Organization gt lt CRMOrganization gt akve lon lt CRMOrganization gt lt Type gt Legal lt Type gt lt Expire gt Never lt Expire gt lt Users gt 999 lt Users gt lt Document Types gt all lt DocumentTypes gt lt Signature gt DFIqTHDJ02 2VsuByOLOLblnRb6hj3 1lygbhUw3 5
16. can slow down the search Figure 18 Relationships to Display Configuring Maximum Number of Found Records You can set a maximum number of found records for an entity group there are 100 records by default To do this go to the Global Search Administration page and click on Settings the rightmost button in the settings tool bar You can change this value to any number from 50 to 500 records see Figure 19 Akvelon Inc 2015 All rights reserved 30 AKV LON Akvelon Global Search User Manual Global Search Settings Option name Option value 100 E Max Records x Tee Figure 19 Configuring maximum number of found records window To apply new settings click Ok button Note Large values can affect performance Auto expand Entities in Search Results This new feature provides ability to automatically open group of entities in the search if only one record was found in this group see Figure 20 This feature is disabled by default To enable this feature go to the Global Search Settings page and click on Settings Select the Auto expand group if 1 record is found and click Ok button see Figure 21 40 A ew Import er Aer e SC e Data Find New Tools Sales th GR taurus D Searchin V cRM Cl Attachments View All Items zl roe G Da 8 Oo 3 E Invoices CO 9 Quick Campaigns Account Namea AN Ges coats G Ss Groups of entities where only 1 recor
17. ch If you have a single CRM server with 4 organizations and you want to use Global Search in two of them then you need two licenses Each organization license except the trial one contains a restricted number of client user licenses CAL Each user of an organization that uses Global Search must have a valid license If an organization has 100 users and 50 users have permissions to perform search using Global Search see Global Search Users Permissions section you need at least 50 Global Search licenses otherwise you will receive a license validation error When adding new users to CRM be sure to check that Global Search also has corresponding licenses for new users To request Global Search licenses please contact gs support akvelon com Akvelon Inc 2015 All rights reserved 7 AKV LON Akvelon Global Search User Manual Installation Upgrading from previous Global Search versions for Microsoft CRM 4 0 On premise To upgrade from previous versions of Global Search for CRM 4 0 you need to completely uninstall the previous version from your CRM server see the Uninstall Global Search section and then install the new version of Global Search see the Global Search Installation section Please note Due to significant architecture changes in this version of Global Search configuration and license data won t migrate from previous versions Please contact us to get new license key Please note We strongly recommend emptyin
18. d was Bee ar e P found are automatically expanded No need to E Giobal Search ER EF click the expand icon to see record details ie Workplace A s3 Taurus Sales b E Opportunities 3 Marketing Service Figure 20 Auto expand Entities in Search Results Akvelon Inc 2015 All rights reserved 31 AKV LON Akvelon Global Search User Manual Global Search Settings Max Records Highlighting Il pa Figure 21 Auto expand option in the Settings screen Save as Default Settings for Global Search Users Changed Global Search settings can be applied for all users by one user with Akvelon Global Search Administrators role To apply changed search settings go to CRM Settings gt Global Search settings gt click Save as Default see Figure 22 Settings 4 Business Ra Business Management 5 Templates Ey Product Catalog 4 System Administration TE Data Management Fa System Jobs fe Document Management Auditing 4 Customization Ga Customizations gf Solutions Dynamics Marketplace Global Search p 4 Process Center J Processes Select Only users with Akvelon Global Search Users role and click OK to apply settings only om _ Manage Entities Settings 0 Save as default Appointments gj Competitors Contacts E mail Messages Faxes Leads Letters Notes Phone Calls Tasks Met Kie ekg Figu
19. e 2 users with Akvelon Global Search Administrators role 3 users with Akvelon Global Search Experienced Users role and 4 users with Akvelon Global Search Users role only 7 licenses is used in this case 3 licenses are available for additional Global Search users If you have User 1 with Akvelon Global Search Users Experienced Users role and User 2 without this role but User 2 is assigned to CRM Team which has Global Search Users Experienced Users role in this case 2 licenses will be used Please be aware Akvelon Inc 2015 All rights reserved 24 AKV LON Akvelon Global Search User Manual Adding Removing Entities to Search By default Akvelon Global Search is configured to search records in Accounts Appointments Competitors Contacts E mail Messages Faxes Leads Letters Notes Phone Calls and Tasks You can reconfigure search entities attributes and display fields according to your business needs Follow these steps to add remove the entities Global Search uses 1 Go to the Settings area and click Global Search Settings see Figure 13 You will see the list of entities that are currently enabled for search File Home zl CS F a New New Import Advanced Activity Record Data Find crmiisqlos al New Tools Settings R amp Manage Entities E Settings g Save as default ER 15V configuration E Attachment Search configuration 3 SharePoint Search configuration D Email Indexin
20. eas you can see customized attributes marked as lookup please see Figure 8 Akvelon Inc 2015 All rights reserved 20 AKV LON Akvelon Global Search User Manual Contacts Select fields to display and search by Select columns from the list on the left that you would like Akvelon Global Search to display and use in search queries Available attributes to search by Selected attributes to search by Last Name Manager Phone Parent Customer Lookup Spouse Partner Name Suffix Telephone 3 Web Site f Yomi First Name D Number of entity s attributes can affect the search speed too many set L e ena value can slow down the search Figure 8 Search Lookup Settings Add required attributes and publish the changes The lookup fields are clickable Related records will open by clicking the appropriate link please see Figure 9 Akvelon Inc 2015 All rights reserved 21 AKV LON Akvelon Global Search User Manual crmlisql0s PET Import Advanced Adige ee Data Find New Tools Workplace A GRe CRM View Al tem 4 My Work gt faa Dashboards ae i dressi Main Phone Address 1 Web Site Description Fal Calendar 8 Contacts 1 Ka Imports Full Name E mail Address 1 Business Ph Job Title Ed Duplicate Detection a Queues EI Articles E mail Messages 48 gt Reports Leads 6 g EE S Opportunities
21. elon Inc 2015 All rights reserved 29 AKV LON Akvelon Global Search User Manual In the States to search by tab you can choose the states to filter records e g search only active records If all states are selected search results will not be filtered by state To apply new settings click the OK button On the Relationships to display tab you can set relationships for entities which can be displayed in search result see Figure 18 Accounts Select fields to display and search by Select columns from the list on the left that you would like Akvelon Global Search to display and use in search queries _ Attributes to display Attributes to search by States to search by Relatonshps to dspiay Available relationships System N N relationships Custom N N relationships Selected relationships Appointments Regarding D es e invoices Customer Cases Customer Orders Customer Contacts Parent Customer Phone Calis Regarding Contracts 6i8 To Customer zc Quotes Potential Customer Contracts Customer Service Activties Regarding E mail Messages Regarding Faxes Regarding eacs sstomer Leads Letters Regarding farketing Lists Notes Regarding Opportunies Potential Customer Tasks Regarding Accounts Parent Account ddresses Parent Number of entity s attributes can affect the search speed too many set o m cance value
22. g About E Templates a Accounts ES Product Catalog 3 Appointments Global Search Competitors 4 System E Administration Data Management ie System Jobs vi Contacts E mail Messages Faxes Leads T Workplace S Sales gt Marketing Be Service S Settings Letters Notes Phone Calls Tasks SVHVERQLES ig Resource Center Figure 13 Global Search Settings 2 To add anew entity click Manage Entities on the toolbar Select the entities you want to enable in Global Search from the list see Figure 14 Akvelon Inc 2015 All rights reserved 25 AKV LON Akvelon Global Search User Manual Manage Akvelon Global Search Entities Please select entities which you want to search a Entity Name M accounts J Activities E Sladdresses M EGappointments E B articles M sWattachments E campaigns D titllcases D article Comments E susiness Units Figure 14 Manage Global Search Entities Please note Number of searched entities can affect search performance too many entities selected can slow down the search After you click OK the entity will add to main Global Search Settings window with default settings In this window you can change the default attributes to search and display To disable an entity for search click Manage Entities and unselect this entity in the list Click OK button Users who have Akvelon Global Search Experienced Users
23. g the cash in the IE browser before working with the updated version of Global Search Upgrading from previous Global Search versions for Microsoft CRM 2011 On premise To upgrade from Global Search versions 3 0 0 3 1 x to version 3 3 0 you need to run Global Search installer Globalsearch_3 4 x exe and click Update button during installation wizard To upgrade Global Search Backend you need to run Global Search Backend installer Globalsearch_backend_3 4 x exe and click Update button during installation wizard Please note Due to significant architecture changes in this version of Global Search Attachment search settings won t migrate from previous version Also you need to enable Attachment Search check box again after Global Search update Please note We strongly recommend emptying the cash in the IE browser before working with the updated version of Global Search Upgrading CRM 4 0 On premise to CRM 2011 On premise Microsoft s Sure Step document recommends deactivating removing all 3rd party solutions before upgrading from 4 0 to 2011 Please completely remove Global Search before upgrading from CRM 4 0 to 2011 After upgrading install appropriate version of Global Search to your CRM server the latest version of Global Search can be downloaded from http akvelon com Products menu Please note 1 New license key for CRM 2011 is required the license key for 4 0 doesn t support CRM 2011 please contact gs support akvelon com
24. h installer Akvelon Inc 2015 All rights reserved 15 AKV LON Akvelon Global Search User Manual Uninstall Attachment Search To uninstall Global Search please follow these steps 1 Disable the Attachment Search for ALL CRM organizations that have it enabled To disable Global Search Attachments go to Settings gt Global Search Settings and click the Attachment Search Configuration button at the top menu The Attachment Search Configuration window will open see Figure 5 Uncheck the Attachment Search Enabled checkbox e Akvelon Attachment Search configuration Webpage Dialog Attachment Search Configuration Crawler status xi Last Run Time 6 3 2011 2 30 00 AM Last Run Result Succeeded Current Status Idle Next Runtime 6 3 2011 2 45 00 AM Settings V Attachment Search Enabled Select document types to search in Available Available Available Available Available Available Available Available Available Available Available AVIWVIIWVIIIIAA Available Figure 5 Attachment Search Configuration Akvelon Inc 2015 All rights reserved AKV LON Akvelon Global Search User Manual 2 Uninstall the Attachment Search using the Add Remove Programs utility in the Microsoft Windows Control Panel name in programs list Akvelon Global Search v 3 x Attachments Search or using the Attachment Search installer Globalsearch_bac
25. h Akvelon Global Search cccceecceceeceeeeeeeeeeeeeeeeeeeeeeeaeeeeaee scenes seaeeesaeeseneeseneees 18 Ee e 18 Wildcard KE e EE 19 Multiple Words SearG hissesi npani nsten adenine nanea i aaa aa EE EETAS 19 Search the Contents of an Attachment 19 Custom Entity Sanch EE 19 Inside Column Filters and Sorting in COlUMNS c ccccceeeeeeeceeeeceeeeeeaeeeeeeeseeeeeseaeeesaeeeeeeeeaees 22 COMTI GUAT EE 23 Global Search Users Permissions esseesseesseeeseesr esn tsr estn nstnnstnnstnnssnnnsnnsnrnsnnnsnnnnnnnnnsnnn nna 23 Adding Removing Entities to Search 0 cecceeeceeeeeeeeeeeeeeeaeeeeaeeceeeeecaaeeeeaaeeeeeeeseaeeeseaeeeeaeeseneees 25 Configuring Entity Properties 0 ccccecececeeececeee cesses ceneeeceaeeeeeaeeeeeeeeeaeeesaaeseeaeeseeeescaeeesaeeseeeeeaas 27 Configuring Maximum Number of Found RecordS ssssesseesseesseesserssrnssrnssrnssrnssrnssrnssrnssrnssrns 30 Auto expand Entities in Search R SUItS c ccecececeeeeeeeeeeeeee scenes caaeeeeaaeeeeeeeseaeeesaeeseaeeeeeeees 31 Save as Default Settings for Global Search Users eecseeeeeeeeeeeenneeeeeenaeeeeeeaaeeeeeenaeeeeeenas 32 Configuring Attachment Search cccccceeececeeeeeeeeeeeneeecaeeeeaaeeeeneeceaeeesaaeseeaeeseaeeesaaeeesaeeeeeeeeaas 33 Configuring Email indexing ccccsceeesceceeeeeceaeeeeeeeeeeeecaaeeeeaaeseeneeceaeeseaaeseeaeeseeeescaeeseaaeeseneeeaas 35 Akvelon Inc 2015 All rights reserved 2 AKV LON Ak
26. iguration window Please note 1 Entity Notes should be added to Global Search Settings 2 SQL Server Agent must be running 3 Full indexing can take from several minutes to several hours depending on the amount of documents in the system Akvelon Inc 2015 All rights reserved 34 AKV LON Akvelon Global Search User Manual 4 You will be able to search newly added attachments after the Attachment Search indexing occurs within the CRM Database Crawler will perform indexing every 15 minutes Configuring Email indexing Email Indexing provides ability to improve searching performance in CRM emails description Searching performance becomes much better Please note 1 Email indexing process can take up to several hours depending on amount and size of the emails in the CRM Database 2 Email indexing process consumes SQL server recourses so CRM users can experience some lags and inconveniences 3 We strongly recommend start email indexing process when CRM users do not work with CRM non working time 4 Email Index requires additional disk space to create indexes Please make sure you have free disk space on your SQL Server it should not be less than size of the ActivityPointerBase CRM DB table 5 For Microsoft SQL Server 2008 Make sure SQL Full text Filter Daemon Launcher MSSQLSERVER service is started and startup type is Automatic see Figure 26 OL SQL Active Directory Helper Service Enables
27. igure 3 and click the Update license button Akvelon Inc 2015 All rights reserved 12 AKV LON Akvelon Global Search User Manual el Akvelon Global Search for Microsoft Dynamics CRM Webpage Dialog Ea Akvelon Global Search v 3 3 0 for Microsoft Dynamics CRM Copyright c 2008 2011 Akvelon All rights reserved Please visit www akvelon com for more information License information Description License unique id 100000 Organization Akvelon License type Lega Document types doc docx ls xIlsx txt tf ppt pptx csv SharePoint search enabled No Users 14 50 New license lt Organization gt Akvelon lt Organization gt lt CRMOrganization gt akve lon lt CRMOrganization gt lt Type gt Legal lt Type gt lt Expire gt Never lt Expire gt lt Users gt 50 lt Users gt Document Types gt Office lt Document Types gt lt Signature gt Ja0PisTMEmISsas0xrsZ ImotCIKR6o0w9Sker v40YBAN3 ReSm fUISGHESS 3 U4 y5h2 7lgojtgqSB2S75KRa0bg lt Signature gt lt fLicense gt Figure 3 Update license window Akvelon Inc 2015 All rights reserved 13 AKV LON Akvelon Global Search User Manual Global Search Settings Backup Restore All configuration settings of Global Search are stored inside the CRM database and do not require additional backup If you restore CRM from a backup to a new server you should install Global Search please see Installation section All activation
28. kend_3 x exe Akvelon Inc 2015 All rights reserved 17 AKV LON Akvelon Global Search User Manual Searching with Akvelon Global Search Akvelon Global Search can search various data items such as customers accounts activities and etc in a single query To use the search go to the tab where the Global Search link was added in the Microsoft Dynamics CRM application and select Global Search link see Figure 6 Type a word s into the search field and click the Search button D or press Enter After the search is complete you will see all entity groups found If you expand any of them you will see the list of found records To open a specified record double click on it Global Search supports two types of search views choose view at the top right corner All Items all items from all users that user has access to will be searched My items only your items will be searched Note Entities and attributes that are searched and displayed can be configured in the Global Search Settings for detailed information see Configuration section Home crmiisql08 cents yig mea m Ti E J CG P a New New Import Advanced Activity Record Data Find New Tools Workplace ft GR tom P Searchin CRM View Allitems v 4 My Work k B Accounts 1 ER Dashboards El Appointments 3 ZF Activities Subjectw SE a Calendar EG Laing Hot Hammer 3070 Suscipit St 2059 Justo St Su
29. license and configuration data will be preserved In case you are going to Upgrade CRM 4 0 to 2011 or move your Database from CRM Online to CRM 2011 On premise please carefully read Installation section Akvelon Inc 2015 All rights reserved 14 AKV LON Akvelon Global Search User Manual Uninstall Global Search To uninstall Global Search please follow these steps 1 Deactivate Global Search for ALL CRM organizations that have it enabled To deactivate Global Search go to Settings gt Global Search Settings and click the About button at the upper right hand corner A window with license information will open see Figure 4 Click the Deactivate button e Akvelon Global Search for Microsoft Dynamics CRM Webpage Dialog Ed Akvelon Global Search v 3 3 0 0 for Microsoft Dynamics CRM Copyright ch 2008 2011 Akvelon All rights reserved Please visit w for more information Akvelon Global Search is currently activated Description License unique id 100000 Organization Akvelon License type Legal pdf xml zip doe docx xls lex txt rtf Document types ppt pptx csv SharePoint search enabled No Users 14 50 http erm140 5555 Akvelon ISv Ak Figure 4 License information window Z 2 Uninstall Global Search using the Add Remove Programs utility in the Microsoft Windows Control Panel name in programs list Akvelon Global Search or using the Global Searc
30. re 22 Save as Default button for users who have Akvelon Global Search User role Akvelon Inc 2015 All rights reserved AKV LON Akvelon Global Search User Manual Select Akvelon Global Search Users Akvelon Global Search Experienced Users and Akvelon Global Search Administrators and click OK to apply settings for all users see Global Search Users Permissions section for more details see Figure 23 el Akvelon Global Search for Microsoft Dynamics CRM Webpage Eq Save as default search settings Would you like to overwrite search settings for the following users Please select one of the options bellow Users with the following roles Akvefon Global Search Users C Akvelon Global Search Experienced Users and Akvelon Globa Search Administrators Please note existing user settings will be overwritten by current search settings o cma Configurina Attachment Search Figure 23 Select user roles to apply settings To enable the Suan pau mae predoe iwnuw H reg vivyo Go to CRM Settings gt GS Settings Make sure Notes is added to Global Search Setting then click the Attachment Search Configuration button please see Figure 24 gt D 3 J CG mm o New New Import Advanced Activity Record Data Find New Tools Settings Gh Re LQ Manage Entities Zl Settings 03 Save as default ER ISV configuration IZ Attachment Search configuration
31. rformance issue for Attachment Search feature added logic for files which cannot be parsed by Crawler exe Version 3 3 7 e Improved Attachment Search feature Version 3 3 8 e Fixed problem with Deactivated users which used Global Search license e Fixed sorting by Date and Time attributes for search results e The newest items are displayed in search result when limit of found records is reached Version 3 3 9 e Fixed minor issues Version 3 4 0 e Added ability to search through Quote products and Order Products e Added auto expanding for entity s group if only one record is returned configurable see Auto expand Entities in Search Results for more details e Fixed showing dialogs and pop ups in Chrome v 37 e Global Search Backend fixed Repair function e Fixed minor issues Akvelon Inc 2015 All rights reserved 6 AKV LON Akvelon Global Search User Manual Licensing Whether you are using Microsoft Dynamics CRM 2011 in your production development or test environment you always need licenses Each organization requires its own license for Global Search In a typical setup you have one single organization and only need one license The license contains the organization name and you only can install the license on the organization with the specified name If you use multiple organizations each organization requires a separate Global Search license However you only need licenses for the organizations using Global Sear
32. role can configure Global Search settings directly from Global Search main page To configure entity properties click on entity s icon you want to change Click Manage Entities button to add remove the entities Global Search uses see Figure 15 Akvelon Inc 2015 All rights reserved 26 AKV LON Akvelon Global Search User Manual gs Sign Out ic Zar a w New Ne Import Advanced Activity Records Data Find Akvelon Global Search Experienced Users role Click to add or remove entities for search I Search in documents yiew au Items DI Click to manage entities attributes to search by display etc New Tools Workplace Gj Gg ween BBSuUGavSeunoas 2 Reports gt 8 Accounts 14 Announcements gt al Appointments 46 z b D amp Competitors 7 4 Customers ZI gt Ba Contacts 2 J Workplace lAl gt EJ E mail Messages 27 re Sales b G Faxes 41 b Qp Leads 78 gt Marketing gt amp Phone Calls 100 The search returned too many results only first 100 records are shown S Service gt 2 Tasks 7 El Settinns LS Figure 15 Quick settings for Experienced users Configuring Entity Properties For each entity enabled for Global Search you can customize the properties that are searched and displayed in result columns In the entities list double click the entity or click Edit on the toolbar On the Attributes to display tab see Fig
33. ts reserved 23 AKV LON Akvelon Global Search User Manual Manage User Roles What roles would you like to apply to the 1 User you have selected Role Name Business Unit Akvelon Global Search Administrators gsdemo gsdemo IT Akvelon Global Search Users gsdemo CEO Business Manager gsdemo IT CSR Manager gsdemo Customer Service Representative gsdemo IT Delegate gsdemo Marketing Manager gsdemo E Marketing Professional gsdemo IT Sales Manager gsdemo _Salesnersan asdema S OK Cancel Figure 12 Manage User Roles Please note this role provides selected users with rights to Manage THEIR OWN Search Settings It enables advanced functionality for your CRM users and number of requests to your support team can be increased Please enable this functionality only for experienced users and at your own risk Users who have Akvelon Global Search Administrators can change Global Search settings for all users see Save as Default Settings for Global Search Users section Please note Akvelon Global Search Administrators doesn t influence number of Global Search licenses Akvelon Global Search Experienced Users influences number of Global Search licenses Akvelon Global Search Users influences number of Global Search licenses Akvelon Global Search role assigned to Teams influences number of Global Search licenses For example you purchased 10 Global Search licenses and you hav
34. ure 16 use the Add Remove buttons to select the attributes you want to show in the results table To change the order of the displayed columns use the Move Up Move Down buttons Akvelon Inc 2015 All rights reserved 27 AKV LON Akvelon Global Search User Manual Accounts Select fields to display and search by Select columns from the list on the left that you would like Akvelon Global Search to display and use in search queries Selected columns to display Market Captalization Base Market Cap alization Modified By Delegate Lookup a SE Preferred Method of Contact Preferred Service Lookup Send Marketing Materials Number of entity s attributes can affect the search speed too many set o cancel na value can slow down the search Figure 16 Attributes to display window On the Attributes to Search by tab see Figure 17 select the entity attributes that will be used in search queries Akvelon Inc 2015 All rights reserved 28 AKV LON Akvelon Global Search User Manual Accounts Select fields to display and search by ct columns from the list on the left that you would like Akvelon Gio Queries Number of entity s attributes can affect the search speed too many set o7n value can slow down the search i CE Figure 17 Attributes to search Please note Too many entity attributes selected can affect search performance Akv
35. velon Global Search User Manual OCOD AC EE 39 Akvelon Inc 2015 All rights reserved 3 AKV LON Akvelon Global Search User Manual Overview Welcome to the Akvelon Global Search User Manual With this guide you can learn how to install configure and use Akvelon Global Search for Microsoft Dynamics CRM 2011 Global Search for Microsoft CRM 2011 is a custom module which allows you to search across all CRM entities at the same time providing results in a single view convenient layout Global Search provides the ability to Search all records in all CRM entities including custom entities at once from inside the CRM workspace Search all records using the CRM plug in within Microsoft Outlook View search results grouped by entities at a single glance Filter results in the column headers of each entity Configure entities to search attributes to search by and information to display Search the contents of an attachment Search custom entities Search by Lookup fields Akvelon Inc 2015 All rights reserved 4 AKV LON Akvelon Global Search User Manual What s New in Global Search Versions Version 3 0 0 e Includes all features from Global Search versions for CRM 4 0 e Support Microsoft Dynamics CRM 2011 e Ability to configure Attributes to search by for each user separately e Ability to configure Attributes to display for each user separately e Improved attachment search performance e
36. x actions cose http localhost 5555 Mct ei Trusted sites Figure 28 Email Indexing configuration Click OK button to start email indexing process or click Cancel to prevent this action Microsoft Internet Explorer xi This action will initiate immediate full index population It can take up to several hours depending on emails amount in the system To continue click OK Figure 29 Enabling Email Indexing confirmation You can see the current indexing status at the top of the E mail Indexing window There you can see that E mail Indexing enabled or disabled Indexing N A In Progress Completed Date and Time when last indexing process was completed Please reopen window to refresh status Status will not update automatically Akvelon Inc 2015 All rights reserved 36 AKV LON Akvelon Global Search User Manual ZA Web Page Dialog x E mail Indexing E mail Index status E mail Indexing Enabled Indexing Last time indexed NJA E mail Index actions ges http localhost 5555 Mct o Trusted sites Figure 30 Email Indexing status If E mail Indexing process was successfully completed Indexing status will change to Completed Also you can see Date and Time when indexing process was completed Please reopen window to refresh status Status will not update automatically 3 Web Page Dialog E mail Indexing E mail Index status E mail Indexing Enabled Indexing Completed
37. ze of emails in your CRM deployment 3 We strongly recommend remove Description in the Attributes to search by tab for the E mail Messages entity please see Global Search configuration You can see the current disabling status at the top of the E mail Indexing window When disabling process will complete E mail Indexing status will change to N A Please reopen window to refresh status Status will not update automatically Akvelon Inc 2015 All rights reserved 38 AKV LON Akvelon Global Search User Manual Feedback If you have any questions experience problems or have feedback please feel free to contact us gs support akvelon com The Akvelon team encourages and appreciates leaving feedback about Akvelon Global Search at the CRM Dynamics Marketplace site AKV LON Creativity Quality Consistency Akvelon Inc 2015 All rights reserved 39
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